Narrative: III. b. 6. A. ii.

As part of this Unified Plan, Maine’s WIOA Steering Committee will formally investigate software tools that facilitate common intake and other shared front—end activities. The core partners and Steering Committee are already aware that several open—source software products are on the market or in development. These systems are designed to ‘sit on—top’ and ‘pull’ information from existing legacy systems and allow data to flow among partners to create a ‘common front door.’ Other tools are designed for interagency collaboration and have been optimized for WIOA. These products also work with existing legacy systems, enabling referrals between agencies, sharing and tracking of assessments, tracking of clients who are referred, plus more. Early investigations reveal that these products are customizable, enabling states to determine the data elements captured. This type of functionality would address the state’s need for better communication among case management and management information systems. Achieving greater levels of front—end system integration will require: • identifying the pieces of information within the core program’s system that should be shared; • establishing data sharing agreements; • addressing the privacy and governance issues surrounding the use of the shared data; • selecting a software tool most suited to address the partner’s needs; • identifying funding to support purchase and implementation of the strategy As part of this unified plan, Maine’s core programs will create a plan to address the preceding steps.

Requested Revision;

Maine is pursuing a data integration system that will allow each agency to use its existing system while still allowing a smooth sharing of common data elements for required reporting purposes. The goal is to provide a better quality of experience for the participant as they navigate through the system by reducing duplication and streamlining services.

The data systems workgroup has been established and is currently researching available software and technology that would help meet this goal. As described in documentation from the NRS, we are mindful that, “System architecture supports critical needs for data systems. Under WIOA states have an increased responsibility for data security and privacy of information as well as an expectation of coordination of data across agencies. This sets up a potential for creating and dealing with complex systems.” Toward this end, the data systems workgroup is giving careful consideration to each data systems option and conducting an examination of system outputs and data exchange requirements all while keeping in mind the security and privacy considerations of each partner agency.

As identified by the NRS, there are four models of data system integration: the Unified Data System, Back-end Integration, Front-end Integration, and the Interfacing System. Financial and time concerns make a unified system out of reach at this time. All other data systems are all still being considered. Because core partners have expressed an interest in maintaining their existing data systems the data systems workgroup is currently researching more of an interface data system with software that can combine common data elements at intake and “sit-on-top” of existing systems to pull out data and share it with other systems as necessary.

To fully optimize the exchange of data among agencies, WIOA partners have agreed that any data integration system must include the following:

• The ability to work with and leverage existing legacy systems and maintain state level ownership of all data.

• Data governance that maintains data security and personal privacy compliance.

• Agreements and comprehensive training that will maintain consistent definitions and protocols throughout the system.

• Reporting and analysis tools compliant with WIOA regulations including outcomes reporting.

• The ability to provide high level graphics/dashboards while allowing drill-downs to specific information depending on user roles and permissions.

• Integration of UI, ES, and workforce IT systems (AJLA) so they can “speak” to each other.

• The ability to expand to include additional workforce partners as the need arises.

Finding a system able to be customized to meet Maine’s workforce development needs as outlined above will allow core partners to track individual participation across all programs. By working through the implementation plan and timeline described below in part three, the data integration workgroup will align existing agency services to the extent actionable while also pursuing Maine’s long term data integration strategy.

In the autumn of 2016, Maine received a $1.1 million-dollar Reemployment and Systems Integration (RSI) Dislocated Worker grant (DWG) to investigate and implement a common registration and case management portal across the multiple core programs. The working group for this project have gathered information from other states on their pursuit of similar initiatives and worked with vendors to review available options for solutions. From this work, a request for proposals (RFP) has been developed which contains the State’s requirements for a system. Maine is requesting an extension of the funds beyond the anticipated end date in September 2018 to allow time to complete the RFP process, contract with a vendor and implement a solution.